microsoft press outlook 2013 plain and simple

You also learn how to set up email accounts, import data into Outlook from other programs, and work with items such as email messages, contacts, and appointments.. Sections 4, “Writing a

Outlook 2013 Plain & Simple

Jim Boyce

Sebastopol, California 95472

Copyright © 2013 by Jim Boyce

All rights reserved No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher

ISBN: 978-0-7356-6935-2

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The example companies, organizations, products, domain names, email addresses, logos, people, places, and events depicted herein are fictitious No association with any real company, organization, product, domain name, email address, logo, person, place, or event is intended or should be inferred

This book expresses the author’s views and opinions The information contained in this book is provided without any express, statutory, or implied warranties Neither the authors, O’Reilly Media, Inc., Microsoft Corporation, nor its resellers, or distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by this book

Acquisitions and Developmental Editor: Kenyon Brown

Production Editor: Kara Ebrahim

Technical Reviewer: Vincent Averello

Copyeditor: Richard Carey

Indexer: Angela Howard

Cover Design: Twist Creative • Seattle

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for reasons known only to her.

Contents v

Contents

1 About this book 1

A quick overview .2

A few assumptions 5

Adapting task procedures for touchscreens 5

A final word (or two) .6

2 What’s new in Outlook 2013? 7

Using message list commands 8

Working in the Reading pane 10

Using Calendar preview 12

Working in the People Hub .13

Using the Weather bar 15

Working with cached Exchange mode 16

3 Getting started 19

Outlook 2013 at a glance 20

Starting and exiting Outlook 22

Exploring Outlook folders 23

Working with Outlook items .25

vi Contents

Getting help in Outlook 2013 34

4 Writing and sending email 35

Writing an email message 36

Working with the Address Book .38

Working with contact groups 41

Changing message text 44

Formatting message text .47

Using signatures 50

Working with HTML stationery .54

Sending a file by email .56

Sending messages manually 60

Reviewing sent messages and drafts 62

5 Receiving and reading email 65

Receiving email 66

Reading email 68

Managing the Inbox folder 70

Working with attachments 74

Replying to and forwarding email 76

Handling junk mail 78

Working with the Rules Wizard 81

Following up on a message .88

Contents vii

6 Working with social networking accounts and contacts 92

Adding a new contact 97

Inserting items into a contact record 100

Viewing your contacts 104

Viewing contact status and activities 106

Finding a contact 109

Organizing your contacts 115

Customizing People Hub and contact views 118

Communicating with contacts 123

7 Managing a calendar 127

Viewing your calendar 128

Using the To-Do Bar 131

Adding appointments 133

Adding and modifying events 136

Adding meetings 138

Modifying meetings and tracking responses 140

Inserting an Outlook item into a calendar item .142

Attaching a file or document to a calendar item 144

Inserting the contents of a document into a calendar item 146

Inserting an Excel object into a calendar item 149

viii Contents

8 Working with tasks 157

Working in the Tasks folder 158

Viewing tasks 160

Adding tasks 162

Working with recurring tasks 164

Modifying and updating a task 167

Inserting an Outlook item into a task 170

Inserting a file into a task 172

Assigning a task to someone else 174

Accepting or rejecting assigned tasks 176

9 Using alerts and mobile features 177

Setting up your mobile phone in Microsoft Exchange 178

Setting up calendar alerts 182

Setting up mobile alerts for important messages 184

10 Using Outlook with SharePoint 187

Using SharePoint calendars with Outlook 188

Using SharePoint contacts in Outlook .192

Using SharePoint document libraries in Outlook 196

Contents ix

11 Creating and joining Lync meetings 200

Setting Lync meeting options 203

Starting an instant message conversation 205

Starting voice and video calls 208

12 Managing items and folders 211

Using categories 212

Adding your own categories .214

Renaming and deleting categories 216

Creating search folders 218

Organizing with folders 220

Cleaning up folders 222

Deleting items 224

13 Managing your Outlook files 227

Working with Outlook data files 228

Importing and exporting items 232

Backing up and restoring a data file 237

Archiving Outlook data files 241

x Contents

14 Using read and delivery receipts 246

Choosing message formats 248

Setting Calendar options 250

Customizing the Folder pane 253

Adding Outlook folders and SharePoint sites to the Shortcuts page .256

Customizing the Outlook ribbon 259

Customizing the Quick Access Toolbar 263

Index 265

■ A final word (or two)

I f you want to get the most from your computer and your software with

the least amount of time and effort—and who doesn’t?—this book is for

you You’ll find Microsoft Outlook 2013 Plain & Simple to be a

straightfor-ward, easy-to-read reference tool With the premise that your computer

should work for you, not you for it, this book’s purpose is to help you get

your work done quickly and efficiently so that you can get away from the

computer and live your life.

A quick overview

Your computer probably came with Outlook preinstalled, but if

you have to install it yourself, the Setup Wizard makes

installa-tion so simple that you won’t need my help anyway So, unlike

many computer books, this one doesn’t start with installation

instructions and a list of system requirements.

You don’t have to read the sections of this book in any

particu-lar order You can jump in, get the information you need, and

then close the book and keep it near your computer until the

next time you need to know how to get something done But,

that doesn’t mean the information is scattered wildly about

The book is organized so that the tasks you want to accomplish

are arranged in two levels—you’ll find the overall type of task

you’re looking for under a main section title, such as “Working

with contact groups,” “Setting up email accounts,”

“Communi-cating with contacts,” and so on Then, in each of those

sec-tions, smaller tasks are arranged in a loose progression from the

simplest to the more complex.

Section 2, “What’s new in Outlook 2013,” provides an

over-view of the most common changes and notable new features

in Outlook 2013 such as the interface changes and new social

networking features If you have been a user of Outlook 2010 or

earlier, Section 2 gives you a good idea of what’s new.

Section 3, “Getting Started,” introduces you to Outlook tions; it explains how to start and exit the program, work with the Outlook program window, and use the standard set of folders in Outlook You also learn how to set up email accounts, import data into Outlook from other programs, and work with items such as email messages, contacts, and appointments Information about how to get help and troubleshoot problems rounds out the section.

func-2 A quick overview

Sections 4, “Writing and sending email,” and 5, “Receiving and

reading email,” explain how to work with email messages in

Outlook, including addressing messages, using the Address

Book, and working with contact groups Section 4 teaches you

how to change and format message text to add emphasis or

highlight information You also learn how to incorporate designs

and color schemes to give messages the look of stationery

Sec-tion 4 finishes with a look at how to send files with messages,

review messages you’ve already sent, and keep messages in the

Drafts folder until you’re ready to send them Section 5 covers

several topics about receiving and reading email and helps you

manage, filter, and follow up on messages.

Keeping track of your contacts’ addresses, phone numbers, and other information is one of the main uses for Outlook, and Section 6, “Working with the People Hub,” acquaints you with this feature, which in previous versions of Outlook was referred

to as the Contacts folder You learn how to add social ing accounts such as Facebook and LinkedIn to Outlook You also learn how to add new contacts, view and change contacts, and find a particular person The section also explains how to organize contacts, schedule meetings for a contact, and com- municate with people through the Contacts folder The section finishes with a look at how to share contacts with others, keep track of phone calls, and associate contacts with items such

network-as tnetwork-asks.

A quick overview 3

Section 7, “Managing a calendar,” covers the Calendar folder

and how to view your schedule, add appointments and

meet-ings, associate files or other items with schedule items, and work

with reminders You also learn how to share your calendar, print

calendars, and use the To-Do Bar to keep track of your tasks

without leaving the Calendar folder.

Section 8, “Working with tasks,” expands on Section 7’s

cover-age of tasks and explains how to use the Tasks folder You can

assign tasks to yourself or to others, associate contacts and

other items with tasks, and mark tasks as complete.

Section 9, “Using alerts and mobile features,” covers the mobile

features of Outlook 2013, such as setting up alerts to your

mobile device for calendar events, messages, and voice mail

Section 10, “Using Outlook with SharePoint,” explains how to

integrate Microsoft SharePoint sites with Outlook, which enables

you to view shared calendars, contacts, document libraries, and

other SharePoint items in Outlook You can also work with those

SharePoint items right from Outlook without ever opening the

SharePoint site Section 10 also looks at the presence features in

Outlook that help you see when others are online.

Section 11, “Using Lync with Outlook,” explores the

integra-tion between Outlook and Microsoft Lync Here you learn how

to join a Lync meeting from Outlook, create new Lync (online)

meetings, and set online meeting options The section also

explores other that ways you can communicate with colleagues

through Outlook and Lync, including instant messaging and

voice calls.

Section 12, “Managing items and folders,” helps you start to

organize the data you keep in Outlook Here you learn to

create categories and organize Outlook items with categories, create and manage folders, delete items, and automatically move items out of your regular Outlook storage file and into an archive file Archiving keeps your Outlook data file lean while still letting you hang on to important messages.

Section 13, “Managing your Outlook files,” helps you work with and manage the files in which Outlook stores your data You learn to create new data files, import and export items in Out- look, and back up and restore your Outlook data file

Outlook offers a wealth of options that you can use to change the way the program looks and works, and Section 14, “Custom- izing Outlook,” shows you how to set options for each of the Outlook folders and item types The section also explains how

to customize the Outlook folder pane, ribbon, and Quick Access Toolbar.

4 A quick overview

A few assumptions

I had to make a few educated guesses about you—my

audience—when I started writing this book Perhaps your

computer is solely for personal use—email, surfing the

Inter-net, playing games, and so on Possibly your work makes it

possible for you to telecommute Or, maybe you run a small

home-based business Taking all these possibilities into account,

I assumed that you either use a stand-alone home computer or

have two or more computers connected so that you can share

files, a printer, and so on I also assumed that you have an

Inter-net connection.

Another assumption is that—initially, anyway—you use

Out-look just as it came, meaning that you use the standard views

and standard menus rather than custom ones, and that you

use your little friend, the mouse, in the traditional way: that is,

you point and click to select an item and then double-click to

open it If you prefer using the mouse as if you are working on

a webpage—pointing to an item to select it and then opening

it with a single click—you can easily do so To switch between

single-click and double-click, open the Folder Options applet

from the Control Panel Use the Click Items As Follows controls

to choose the method you prefer However, because my

work-ing style is somewhat traditional, and because Outlook is set up

to work in the traditional style, that’s the style followed in the

procedures and graphics throughout this book.

Adapting task procedures for touchscreens

In this book, I provide instructions based on traditional board and mouse input methods If you’re using Outlook on a touch-enabled device, you might be giving commands by tap- ping with your finger or with a stylus If so, substitute a tapping action any time I instruct you to click a user interface element Also note that when I tell you to enter information in Outlook, you can do so by typing on a keyboard, tapping in the entry field under discussion to display and use the onscreen keyboard,

key-or even speaking aloud, depending on how your computer is set up and your personal preferences.

Adapting task procedures for touchscreens 5

A final word (or two)

I had three goals in writing this book:

1 Whatever you want to do, I want the book to help you get

it done.

2 I want the book to help you discover how to do things

that you didn’t know you wanted to do.

3 And, finally, if I achieve the first two goals, I’m well on the

way to the third: I want this book to help you enjoy using Outlook

I hope you find Microsoft Outlook 2013 Plain & Simple a great

learning tool Of course, the best way to learn is by doing—so jump right in!

6 A final word (or two)

M icrosoft Outlook 2013 not only has a new look, but also has some

great new features These changes combine to make Outlook more

visually appealing and easier to use For example, reply emails no longer

open up by default in a new window; instead, you can edit them right in

the Reading pane Other changes are more significant, such as the

inte-gration of social networking accounts like Facebook and LinkedIn, which

brings all of your contacts together in one place.

We can’t cover every new feature in this section, but we do cover some

of the more popular features, along with the ones that will have the most

impact So, let’s dig in!

Work with message list commands

1 At the bottom of the Folder pane, click the Mail icon to open the

Inbox

2 Hover the pointer on the left edge of a message.

(continued on next page)

Using message list commands

Outlook 2013 adds features to make it easier to work in a single

Outlook view without switching windows One of these new

features is the addition of a small selection of email commands

that you can use right in the message list to mark messages as read or unread, flag messages, and delete them.

TIP Some features in Outlook 2010 have been removed or

deprecated For example, the Journal features are no longer

available The Notes folder is still available, but most of the options for

working with Notes have been removed

1

2

8 Using message list commands: Work with message list commands

Work with message list commands (continued)

3 Click to mark the message as read (or unread).

4 Click to flag the message for follow up.

5 Click to delete the message.

3

4 5

Message wasforwarded

Message hasattachment

Message is flagged for follow-up

TIP Icons at the upper-right corner of the message provide

status for the message, such as indicating that you have replied

to or forwarded a message, that the message has an attachment, that a

meeting invitation has been accepted or declined, or that the message

is flagged for follow-up.

Using message list commands: Work with message list commands 9

Edit email in the reading pane

1 At the bottom of the Folder pane, click the Mail icon to open the

Inbox

2 Click a message to select it.

3 In the reading pane, click Reply.

(continued on next page)

Working in the Reading pane

In previous versions of Outlook, you previewed messages in the

reading pane but edited them in a separate window In Outlook

2013, you can edit messages for replies and forwards directly in

the reading pane If you prefer not to edit in the reading pane

(for example, you want to move the message window to a ferent monitor and continue to preview messages on another), you can pop out the message and edit in its own window.

dif-1

TIP You can reply, reply all, or forward a message by using the

buttons in the Reading pane Also, if you start editing a

message in the Reading pane and then decide you want to discard the

edits, just click the Discard button.

10 Working in the Reading pane: Edit email in the reading pane

Edit email in the reading pane (continued)

4 Type your reply

7

Working in the Reading pane: Edit email in the reading pane 11

Preview Calendar items in the Inbox

1 Click the Mail link to open the Inbox.

2 Hover the pointer on the Calendar link.

3 Click a date to view a day other than the current day.

4 Preview the calendar items for the selected day.

5 Double-click an item to open it for viewing or editing

Using Calendar preview

If you have multiple monitors, you might keep your Calendar

open on one monitor and your Inbox open on another This

way, you can see your Calendar without switching away from

your mail Outlook 2013 users now have a new way to preview

their calendars right in their mailboxes This handy new feature makes it possible to preview your calendar without ever leaving your mailbox.

4,5 2

1 3

TIP By default, the Calendar preview in the Inbox shows

calendar items from the current day Use the arrows on either

side of the month in the preview to choose a different month.

TRY THIS The People Hub also offers a preview In the folder

pane, hover the pointer on the People icon; Outlook displays a

list of the contacts in your Favorites.

12 Using Calendar preview: Preview Calendar items in the Inbox

View contacts in the People pane

1 At the bottom of the Folder pane, click the People icon to open the

People Hub

2 In the People pane, select a contact.

3 View the contact information in the Contact card.

4 In the Folder pane, click the Connect To A Social Network link.

(continued on next page)

Working in the People Hub

The People Hub combines the new capability in Outlook 2013

to integrate social networking accounts, with a new People view

that presents most of a contact’s information in an easily

con-sumed view As you might expect, the new People view provides

features to help you easily work with a selected contact Thanks

to Microsoft Lync integration, you can not only view contact information and start an email to a contact from the People Hub, but you can also start an instant message, voice call, or video call.

View contacts in the People pane (continued)

5 Select a social networking service and then click Connect to log on

to that service and connect it to Outlook

6 Click Finish.

6 5

TIP Using the Facebook and LinkedIn connectors, you can

connect your Facebook and LinkedIn accounts to Outlook and

access contacts With the SharePoint connector, you can incorporate

SharePoint contacts.

14 Working in the People Hub: View contacts in the People pane

Add a location to the Weather bar

1 Open the Calendar.

2 View the sky condition and temperature for the selected default

location

3 Click the location name, click Add Location, and then type a

loca-tion name or Postal Code and press Enter

4 Hover the pointer on the displayed weather to view more details.

Using the Weather bar

A new addition to the Calendar is the Weather bar, which shows

a brief summary of the weather in selected locations You can add locations by name or Postal Code You can choose the loca- tion from a menu.

1

3 2

TRY THIS Enter a Postal Code or a location name to add a

weather location to Outlook.

TIP The option to turn on or off display of weather in the

Calendar is located on the Calendar page of the Outlook

Options dialog box.

4

Using the Weather bar: Add a location to the Weather bar 15

Configure offline cache

1 On the ribbon, click the File tab to display the Backstage view, click

the Account Settings button, and then choose Account Settings

(continued on next page)

Working with cached Exchange mode

A new feature in Outlook 2013 when used in conjunction with

Microsoft Exchange is the capability to specify how many

months of content to keep cached locally For example, if you

are working from a tablet, you might want to limit Outlook to

caching only a month’s worth of data to conserve device age space You configure the amount of data Outlook will cache through the account settings for the Exchange account.

stor-1

TIP You can configure the cache for a minimum of one month

or a maximum of all The latter causes Outlook to cache all data

from your Exchange Server account.

16 Working with cached Exchange mode: Configure offline cache

Configure offline cache (continued)

2 In the Account Settings dialog box, click the Exchange Server

account

3 Click Change.

4 In the Change Account dialog box, drag the slider left or right to

change the amount of data to cache

2 3

4

Working with cached Exchange mode: Configure offline cache 17

M icrosoft Outlook 2013 can help you manage almost every aspect

of your day With Outlook, you have tools to manage your email,

contacts, calendar, and tasks Using these tools, you can even keep track

of your phone calls, time spent on documents, and other tasks and events

With new social networking features like Facebook and LinkedIn account

integration included in Outlook 2013, you can bring much of your online

experience—at least when it comes to communicating with family, friends,

and colleagues—together in one place.

Even with all of its many features, Outlook is easy to use It provides simple

forms for creating and viewing messages, meetings, tasks, and other

items You can choose among several options for viewing your information

in Outlook, and you can customize the existing views and create new ones

With this book in hand, you can be up to speed with Outlook in just a few

hours.

This section of the book offers a quick overview of Outlook and how to

start using it You learn how to work with Outlook folders and items (such

as messages, meetings, and contacts), add email accounts, and get help

when you need more information about a particu lar feature or task.

Outlook 2013 at a glance

At first, the Outlook app window can seem overwhelming to

new users because it contains so much information However,

after you understand how Outlook organizes and presents that

information, you will have no trouble moving from folder to

folder to view and arrange your information The main program

window organizes all of your Outlook folders for easy access,

and individual windows help you to work with the different

types of Outlook items.

Overview of the Outlook program window

Outlook provides several folders and ways to view the contents

of those folders The default view is the Inbox view, which shows

email messages that you have received.

Move between folders and accounts with the Navigation Pane

Use other Outlook folders

Perform common tasks with the Quick Access toolbar

Click other tabs

to view additional options and commands Select commands from the ribbon

TIP If you need more space to display your schedule or other

data, you can collapse the Folder pane or hide it altogether

Click the collapsed Folder pane or click the ellipsis button (…) at the

bottom of the Folder pane to open a different Outlook folder.

SEE ALSO The Inbox is the default view in Outlook, but you

can choose a different view as your default See “Set the startup

view” on page 33 for details.

20 Outlook 2013 at a glance: Overview of the Outlook program window

Overview of an Outlook item window

Each Outlook folder uses a different type of form to let you

view, create, and work with items Simply double-click an item

to open its form, or click the small arrow beside the New Items

command on the Home tab on the ribbon and choose the type

of item that you want to create.

1 Click the New Email button to create a new item of the default type

for the current folder

2 Click the New Items button to select the type of item that you want

to create

3 Double-click an item to open the item for viewing and editing.

4 View the opened item.

1 2

SEE ALSO For information about customizing the way folder

icons appear in the Folder pane, see “Customizing the Folder

pane” on page 253.

Outlook 2013 at a glance: Overview of an Outlook item window 21

Starting and exiting Outlook

Before you can work with your Outlook items, you need to open

Outlook The app functions in much the same way as other traditional desktop Windows programs when it comes to start- ing, using, or exiting the program

Start Outlook

TRY THIS! Right-click or slide down on the Outlook 2013

app tile on the Start screen Then, click Pin To Taskbar to pin

Outlook 2013 to the Windows taskbar.

1

2

Exit Outlook

1 On the ribbon, click the File tab to display the Backstage view and

then click the Exit tab

2 As an alternative to step 1, click the Close button.

TIP You can press Alt+F4 to close whichever program is

currently active.

22 Starting and exiting Outlook: Start Outlook

Exploring Outlook folders

Outlook includes several folders that contain different types

of data The Inbox receives incoming messages, and outgoing

messages depart through the Outbox The Drafts folder holds

messages that you’re working on, and the Sent Items folder

keeps a copy of each message you send You can use the People Hub to store contact information and the Calendar folder to store your schedule The Navigation pane and the folder list give you quick access to your folders.

TIP If you work with Outlook much of the day or every time

you work on your computer, pin Outlook 2013 and your other

most frequently used Office apps to the taskbar.

Using the folder pane

1 Click Mail to open the Inbox folder.

2 Click the root of your default email account to open the Outlook

TIP You can use more than one set of personal folders at a

time, and Outlook shows them all in the folder list For example,

if you have a Windows Live account as well as an Exchange account,

you see both sets of folders in the Folder pane.

Exploring Outlook folders: Using the folder pane 23

Use the folder list

1 Click the ellipsis button.

2 Click Folders.

3 Click a white triangle to expand a folder’s listing.

4 Click a black triangle to collapse a folder’s listing.

5 Click a folder to open it in Outlook.

6 Click a different icon to display that folder’s contents.

1

4 3

5

SEE ALSO For information about setting up email accounts for

Windows Live and other email services, see “Setting up email

accounts” on page 27.

TIP Unlike previous versions of Outlook, Outlook 2013

displays menu choices in text This change makes the program

interface well-suited to Windows 8 However, you might want to switch

back to icons to save space.

24 Exploring Outlook folders: Use the folder list

Working with Outlook items

Outlook helps you to store information and send messages

in a variety of ways You can use messages, contacts, journal

entries, tasks, appointments, meetings, and notes, each of which

constitutes a type of Outlook item Outlook stores each type in

a particular folder and presents the information in a way that makes the most sense for that type of data In many situations, you can retrieve the information you need simply by opening the folder without actually opening the item.

Review items in a folder

1 In the Folder pane, click the folder whose contents you want

to view

2 Use the scroll bar to view additional items.

3 View the item in the Reading pane.

4 In the People Hub, click the letter that corresponds to the first initial

of other names that you want to view

3

1 2

4

TIP The Reading pane appears below or to the right of the

Contents pane and displays the contents of an item when you

click it To find the Reading pane, choose Reading Pane on the

View tab.

TIP Outlook provides a Message Preview option for list views

such as the default Inbox and Tasks folder views When Message

Preview is turned on, Outlook displays the first few lines of the item

below the item’s header To turn Message Preview on or off, choose

Message Preview on the View tab.

Working with Outlook items: Review items in a folder 25

Open an item

1 In the Folder pane, click the folder that contains the item you want

to open

2 Locate the item in the Contents pane and double-click it.

3 View the item in its current form or make changes as necessary.

4 For a meeting, click Send Update to save the changes and send an

updated invitation For other types of items, click the Save & Close

button to save your changes to the item and close the form

5 As an alternative to step 4, click Close to close the form without

Add an email account by using AutoDiscover

1 On the ribbon, click the File tab to display the Backstage view and

then click Add Account

(continued on next page)

Setting up email accounts

You can use Outlook to send and receive messages for several

different types of email accounts Outlook supports Microsoft

Exchange Server; POP3 services, such as a typical account from

an Internet service provider (ISP); IMAP services; and Exchange

ActiveSync compatible accounts such as Outlook.com accounts

You can easily add a new account, either automatically by

using AutoDiscover or by manually entering the settings for the account However, unlike previous versions of Outlook, you can’t import email accounts from other programs into Outlook

2013 Instead, you must add them in the same way that you add

a new email account

1

Setting up email accounts: Add an email account by using AutoDiscover 27

Add an email account by using

AutoDiscover (continued)

2 Type your first and last name.

3 Type the email address for your email account.

4 Type your email account password.

5 Type your email account password again.

6 Click Next.

7 Click Finish

6

2 3 4 5

7

28 Setting up email accounts: Add an email account by using AutoDiscover